Scan Order Quotation

Introduction

This assistant "Scan Order Quotation" is implemented to scan order quotations giving the flexibility for the user to get the relevant quotation information to the IFS system automatically by using a combination of Character Recognition and Artificial Intelligence software. The assistant supports PDF files as well as several picture file formats (JPEG/JPG, PNG, BMP, TIFF, HEIF) .  

Prerequisites

It  is necessary to create an entry for Model Name = INVOICE in the "Machine Learning Pre-trained Models" table, and the corresponding configuration provided for Machine Learning Services is selected as "Configuration ID". 

To use the full functionality:  

•  The scanned document must be an Order Quotation only. 
• Agreement Quotation and B2B Order Quotation are not supported. 
• User must enter the relevant Part Quotation and No Part Quotation lines in the system according to their business practice. If the user plans to get Taxable and Use Price Including Tax, that info must be there on the line level before scanning the document. 
• Only one quotation must be used in the scanning at a time. 
• Extraction of data might not be accurate for some quotations as Microsoft's pre-trained Invoice model is used.  
• The Order Lines shall be provided in a tabular form. Data in the table column header cannot be considered. Example: If the order contains a column named "Price Discount", the Price cannot be recognized. Instead, an own column with Price is recommended. 
• Handwritten unformatted orders or emails are difficult or impossible to recognize.   
• It is advised to scan pages which contain important header or line information.   
• Documents in English are preferred, as they lead to the best results. 

Mapping Configuration

Part Quotation Lines

• The system uses the values in Part No, Part Description, Supplier Part No, and Supplier Part Description fields to map the quotation lines in the document to the quotation part lines in the application; it does by comparing the aforementioned four fields with the Product Code and Description obtained from the OCR model
• Normally, the system compares the Part No and Supplier Part No against the Scanned Product Code. Similarly, it compares the Part Description and Supplier Part Description against the scanned Description. 
• In a scenario where system does not have, or the OCR model is unable to identify a Product Code for a line in the Quotation Document, it uses the Scanned Description value to compare against the Part No and Supplier Part No. 
•  If the system does not have, or the OCR model is unable to identify a Description for a line in the Quotation Document, it uses the scanned Product Code value to compare against the Description and Supplier Part Description. 
•  In a scenario where the system does not have, or the OCR model is unable to identify both a Product Code and a Description for a line in the Quotation Document, it ignores that line. Additionally, if the highest similarity between a Quotation line in the document and the part lines in the application is below 50%, it also ignores that line. 
• By using the OCR Model the system only scan the Product Code, Description, Quote Date Valid To, Unit Price and Unit only. Other fields are not supported for the existing OCR Model. 

No Part Quotation Lines 

• The System uses the values in the Description, Supplier Part No, and Supplier Part Description fields to map the no-part quotation lines in the document to the quotation no-part lines in the application; it does this by comparing these fields with the Product Code and Description obtained from the OCR model. 
• Normally, the system compares the Supplier Part No against the Scanned Product Code. Similarly, it compares the Description and Supplier Part Description against the Scanned Description. 
• In a scenario where the system does not have, or the OCR model is unable to identify a Product Code for a line in the Quotation Document, it uses the Scanned Description value to compare against the Supplier Part No.  
•  If the system does not have, or the OCR model is unable to identify, a Description for a line in the Quotation Document, it uses the Scanned Product Code value to compare against the Description and Supplier Part Description.
• In a scenario where the system does not have, or the OCR model is unable to identify both a Product Code and a Description for a line in the Quotation Document, it ignores that line. Additionally, if the highest similarity between a quotation line in the document and the part lines in the application is below 50%, it also ignores that line. 
• By using the OCR Model, the system only scan the Product Code, Description, Quote date valid to, Unit Price and Unit. Other fields are not supported by the existing OCR model.

Scan an Order Quotation 

Step 1: Scan Quotation

Upload the Order Quotation document: Afterwards you select the file to scan and press the Next button to continue.

Step 2: Review Quotation Part Lines  

The user could see the Scanned Prices of Each Part Quotation Line and If needed it is possible to edit the line-level Scanned Price.  

 In the Header, the user could Edit Currency, Received Date, Quote Valid To Date, Delivery Terms, Del Terms Location, Ship-Via, Payment Terms If needed.

If it is needed, it is possible to finish the Scanning process from here by clicking Finish If there is no records for No Part Quotation Lines. Then the Scanned Information is updated to the Order Quotation accordingly. If it is needed, it is possible to go to the previous step or cancel the scanning of the document.  Moreover, user can add the Discount, Promised Delivery Date, and Price UOM on the line level as well.

Step 3: Review Quotation No Part Lines  

The same header information that is available in Step 2 will appear here, the user also could edit the Currency, Received Date, Quote Valid To Date, Delivery Terms, Del Terms Location, Ship-Via, Payment Terms If needed.

possible to edit the line-level Scanned Price.

If it is needed, it is possible to finish the Scanning process from here by clicking Finish. Then the Scanned Information is updated to the Order Quotation accordingly  If it is needed, it is possible to go to the previous step or cancel the scanning of the document. Moreover, user can add the Discount, Promised Delivery Date, and Price UOM on the line level as well.

Validations  

If the user has uploaded a document with the incorrect Supplier, then a warning message will be given when they try to move into Step 2. If the correct document is uploaded, no warning message is given.    

To perform supplier validation, we compare the values of Supplier ID and Supplier Name in the application against the scanned Vendor Name. If the similarities between both Supplier and Scanned Vendor Name, and Supplier Name and Scanned Vendor Name are below 80%, we raise a warning message. 

If the Total Scanned Tax Amount does not match all the part and no-part quotation lines tax distribution, then a warning message will be given when the user clicks Finish to conclude the scanning process. If the Total Scanned Tax Amount is equal to all the part and no-part quotation lines tax distribution, no warning message is given.  

If there are any additional costs such as shipping costs or freight costs, it needs to be included in the Order Quotation by adding it manually. Therefore, an information message will be given to the user when the scanning process is finished.

 If the Order Quotation Header already has a Quote Valid Date and the user enters a different Quote Valid Date either by scanning or adding, an information message will appear asking if the Quote Valid Date should be updated on the line level as well.